Screening Template: Preparing and Formatting the Data

Overview

This guide will help you prepare and format your data using the sanctions.io screening template, ensuring a smooth onboarding process and effective results. It applies to both Batch Screening and the Monitoring Portal solutions.

Benefits

Faster Uploads and Fewer Errors: The template is pre-structured with the required fields - external_identifier, min_score, data_source, and name. This ensures the system can process your file without structural issues, minimizing upload errors and delays.

Seamless Integration: Ensures compatibility with both Batch Screening and the Monitoring Portal.

Higher Match Accuracy: By following the correct formatting and including critical identifiers, you enhance the precision of name-matching. This helps reduce false positives and increases the likelihood of detecting accurate matches.

Topics Covered

• Download the Screening Template
• Input your Data into the Template
• Field Descriptions and Formatting Guidelines

Best Practices and Considerations

• Add external_identifier for Traceability: Using a unique identifier makes it easier to update, track, and manage your records across screenings and systems.

• Use Complete and Accurate Names: If available, always input the full legal name of the individual or entity. Avoid using nicknames or abbreviated names unless they are the only known versions.

• Choose a Reasonable min_score: Recommended starting point: 0.88. This balances the number of false positives against potential matches. You can adjust this depending on your risk appetite.

• Use Valid data_source Short Codes: Ensure that short codes are entered exactly as specified.

• Set the correct entity_type when available: This helps target the proper subset of watchlists.

• Data quality: The more complete your data, the more accurate the screening. Adding fields like date of birth, country, or identifiers helps reduce false positives and improve match precision.

• Avoid Common Data Issues: Don't leave required fields blank, and use the appropriate ISO standard formats where applicable.

• Review Before Upload: Double-check that the column headers exactly match those in the official template. Validate the data for typos, spelling mistakes, and formatting issues.

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Download the Screening Template

You can find the template in the upload dialog box by clicking the Upload button in both the Batch Screening and Monitoring Portal solutions. Then, click Download Template.

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Input your Data into the Template

Open the template file using your preferred spreadsheet software and enter your data. The file can be renamed at your convenience.

• Required data: external_identifier, min_score, data_source, and name
• Optional data: date_of_birth, country, entity_type, and identifier

Before screening, ensure your data is formatted according to our template.

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Field Descriptions and Formatting Guidelines

This section explains each field in the screening template, including its purpose and the correct formatting requirements. Providing accurate and complete data in the proper format is crucial for enhancing match quality and minimizing false positives.

external_identifier: Enter your internal reference ID for the record, such as a customer number, vendor number, or other unique system ID.

• Purpose: Helps you match screening results back to your internal systems and build a whitelist to manage false positives.
• Format: No specific format required; limited to 60 characters.

min_score:  Sets the minimum confidence score a match must meet to be included in the results.

• Purpose: Helps control the sensitivity of the screening and reduce false positives.
• Format: Decimal number between 0.80 and 1.0 (e.g., 0.88).
• Recommendation: Start with a value of 0.88. This threshold is advised as a solid starting point for most use cases. It strikes a balance between reducing false positives and still capturing likely true matches.
  
  If you're aiming for stricter results with only high-confidence matches, you may increase it toward 0.9+. For broader matching (e.g., investigative or high-risk reviews), you may want to lower it below 0.88, but this will increase the number of false positives.

data_source: The short code of the sanctions list(s) you want to include in the screening.

• Format: One or more short codes, separated by commas.
• Examples:
  • UN
  • Or combined: UN, PEP, HM TREASURY, OFAC-Comprehensive
  • Notes: Input is not case-sensitive (UK-SANCTIONS and uk-sanctions are valid). To view the complete list of supported sanctions and watchlists, along with their corresponding short codes, please refer to the SIO Watchlist Coverage page.

name: The full name of the individual or the registered name of the entity to be screened.

date_of_birth: The date of birth of the individual being screened.

• Format: Accepted formats (based on ISO 8601 standard):

• • YYYY-MM-DD (e.g., 1980-07-15) — Full date

  • MM-DD (e.g., 07-15) — Month and day only

  • YYYY (e.g., 1980) — Year only

  • Note: Providing the full date (YYYY-MM-DD) improves match accuracy and helps reduce false positives.

country: Country of the individual or entity being screened.

• Format: ISO2 — 2-letter country code
• ISO2 Examples: US (United States), ES (Spain), BR (Brazil)
• Note: Input is not case-sensitive.

entity_type: The type of entity the record refers to.

• Purpose: This helps target the correct subset of watchlists during the screening process, improving both performance and match relevance.

• Accepted Values:

  • Individual

• • Entity

  • Vessel

  • Aircraft

  • Country

Note: Use one of the exact terms listed above. Input is not case-sensitive.

identifier: An identifier associated with the person or entity, if available.

• Purpose: Helpful in improving match precision.
• Format: One or more IDs, separated by commas; limited to 120 characters.
• Example: Passport number, Tax ID, Email address, National ID.
  • ID001, ID002, ID003 

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We're here to help!

If you have any questions or need more help, please contact our support team anytime!

• Chat: Available directly through the Screening Portal and Help Center

• Email: help@sanctions.io

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